On an employee's detail page, the Travel Expense Management module adds the setting whether subsistence costs are calculated for this employee. The setting is located on the employee detail page under Employees > [Person] > General > Data in the Settings tab.
Activate subsistence costs
With the checkbox Subsistence costs, you activate the subsistence cost calculation for this employee. The checkbox only appears when the travel expense module is active and a subsistence cost procedure has been configured in the master settings.
When the checkbox is deactivated, no subsistence costs are calculated for this employee on trips, and no meal deductions are applied. Useful e.g. for employees whose travel expenses are billed exclusively via flat-rate reimbursements.
The checkbox also affects three reports. When enabled, ZEP includes the incurred subsistence costs:
When disabled, all three effects are omitted.
The calculation of travel flat rates and subsistence costs at the project level is independent of this setting, since it is based solely on the project's travel settings, even if the employee does not receive subsistence costs.
in the employee's cost statement
as internal costs in the project's revenue reports
in the export of the "Export for Accounting" add-on module
Subsistence cost procedure in Austria per employee
Note: This section only appears when the Austrian subsistence cost procedure is configured in the master settings and the subsistence cost checkbox is active for the employee.
In Austria, the calculation procedure can be overridden per employee. The available options are:
Default from Administration > Settings > Subsistence costs: takes over the procedure set tenant-wide (default)
Calendar-day rule: subsistence costs are calculated per calendar day
24-hour rule: subsistence costs are calculated per started 24-hour period
The setting controls how ZEP interprets the billing-relevant period of a trip. It is relevant when an individual employee needs to deviate from the tenant-wide default.